Minnesota State Arts Board

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1 Minnesota State Arts Board2015 Artist Initiative Grant ProgramHello! This is Kathee Foran, program officer for the Artist Initiative grant program at the Minnesota State Arts Board.Thank you for taking the time to review this online overview. Before you begin, I suggest that you download and print the FY2015 program overview and application instructions on the Artist Initiative program page of the Arts Board Web site and have them nearby.Please keep in mind that this is a general overview that is designed primarily for first time applicants and those who would like a basic review of the grant program. Returning applicants may find this too basic. This session will cover common questions and highlight key areas, but will not cover all information found in the program overview.After reading the program overview and viewing this presentation, if you have remaining questions, don’t hesitate to contact me. I am happy to talk with you about your project ideas and to support you in navigating the application process.

2 Artist Initiative Deadlines For projects taking place:Literary arts June 13, 2014Performing arts July 11, 2014Visual arts August 1, 2014For projects taking place:Literary arts January 1, 2015 – December 31, 2015Performing arts January 1, 2015 – December 31, 2015Visual arts March 1, 2015 – February 28, 2016Applications must be submitted before 4:30 p.m. on each of the dates shown above. There are NO exceptions. The funding opportunity closes at 4:30 pm precisely.My advice is to submit your application well ahead of the deadline to give yourself breathing room and to avoid last minute problems.The other thing to note is that all activities, including the in person community component, must take place within the project dates.

3 Program Purpose Grants for artists at all stages of their careersCareer building and professional growthProjects must promote professional development and be strategic to career advancementThe focus of this program is on the artistic growth opportunity for the applicant. This is a program about you as an individual. Applicants may not apply on behalf of a duo, group or organization. You may however name specific people that you intend to work with during the project, but the focus must be on your personal artistic or career growth.Emerging artists have just as good a chance at funding as those who are well established. At the beginning of the panel process the panelists discuss how they will assess artistic quality from established artists, emerging artists, and those working in folk and traditional forms.Each application is considered on its own merit and is not compared to other applications.All project activities must take place within the state of Minnesota.If you are named in another Arts Board application as an artist, you are still eligible to apply for an Artist Initiative grant in your own name.A live, in-person, community component is required of all projects. However if your project has not reached its final form, then some form of “work in progress” community component should be planned. A second option would be to conduct a community workshop, related in theme or content to your project.

4 Artist Initiative outcomesMinnesota artists are able to expand or further develop their artistic abilities through varied learning opportunities.Minnesota artists are able to develop business skills needed to support their professional arts work.More Minnesotans are able to engage in or with the work of Minnesota artists.You must select at least one of these outcomes.Every project must have measurable outcomes. Applicants that receive a grant will be expected to describe how they achieved these outcomes in their final report, and describe the evaluation methods they used to determine if the outcomes were reached.

5 Artist Initiative eligibilityMust be a Minnesota resident 6 months prior to deadlineMust be at least 18 on or before the deadlineCannot have received Artist Initiative grant for fiscal year 2014Cannot have received a Cultural Community Partnership grant for fiscal year 2014You may be a student but the project for which you are requesting funding may not be associated in any way with your degree program. If you are a student, be sure you indicate in your narrative that this proposal is outside of your work towards a degree.You can submit only one Artist Initiative grant per year.

6 Grant amount No match is required $2,000 - $10,000You may apply for a grant of $2,000 - $10,000. No match is required.Artist Initiative grants are taxable income. In the literary and performing arts, the grant will be taxable in 2014; in the visual arts, the income will be taxable in Talk to a tax advisor about how to keep records so that you can offset the income with the expenses of the project.In the coming year the Arts Board will reconcile 15% of all Artist Initiative grants. Grantees must be prepared to provide financial records and support documents that verify how grant funds were spent. Failure to provide necessary records and documents, or a finding that grant funds were not spent as outlined in the application, may render the grantee ineligible to receive future funding from the Arts Board.

7 Use of Funds For time to research, complete, or present workTo travel within Minnesota for artistic research or to present or complete workFor professional documentation of workTo achieve specific artistic career goals or pursue projects that further artistic developmentTo purchase suppliesTo purchase equipment totaling less than $5,000To attend Minnesota based workshops and conferences for professional developmentFor the realization of specific creative ideas or other purposes that will contribute to the artist’s professional growth and career developmentArtist Initiative grant funds may be used for the purposes listed.

8 Funds may NOT be used for (partial list)Travel for individuals or organizations brought into the state for the projectFor work on scholarly manuscripts or standard journalism.Activities that involve any organization at which the applicant is employed and/or from whom the applicant receives a W-2 or 1099 form;Paying for tuition, fees, or work toward any degree;Paying for translating another person’s literary work;Activities that are exclusively for curriculum development;Costs for relocating the applicant’s legal residence outside of Minnesota;Paying for the establishment of any type of organization;Paying for publishing with a vanity press;Other restrictions on the use of grant funds also apply, you will find the full list of what funds can not be used for and what activities make an application ineligible on pages 2 and 3 of the Overview and Instructions.

9 Review criteriaArtistic quality in relation to the artist’s career goals, as demonstrated by work samples and resumeMerit and feasibility of the proposal and its impact on artist’s creative development and professional growth, as demonstrated by artist planWays in which a grant to this applicant will strengthen the creative community and the state of MinnesotaThese are the three criteria on which the panel will be scoring your proposal.Your application will be scored by each panelist on a 100 point scale.Up to 40 points for artistic qualityUp to 35 points for merit and feasibility of the planUp to 25 points for impact or benefit to the state and/or creative communityPanelists award points based on the degree to which your application meets the criteria. The result of these scores becomes a ranked list. This list then becomes the basis for the panel’s funding recommendation to the board.In 2014 the Arts Board had 791 applications to this program across all eight disciplines. Nearly $1.6 million dollars went to 160 grantees, representing a funding rate of 20%.The rate of funding varies from year to year based on the funds available and the number of applications that are received. The amount of funding for FY2015 will be the same as it was for FY2014.

10 grants management systemWebGrantsgrants management systemUse WebGrants system to applyRegistration is required before beginning an application.Add to your safe sender list.The Arts Board uses WebGrants, an online grants management system. All applicants are required to use this system to apply. A link to WebGrants can be found on the home page of the Arts Board Web site.Registration is a requirement of the application process and must be completed before beginning this or any other Arts Board application. It is only necessary to register once. We strongly advise you to register early. All registrations must be approved by Arts Board staff.Registrants will receive a WebGrants user ID and password in two-to-five business days. Please be certain to factor the time it takes to register and receive approval into your work plan for completing the application.To ensure that the notice containing your password and user ID doesn’t go to a junk folder, enter the WebGrants address, as shown on the slide into your address book.

11 How to start an applicationLog into WebGrantsSelect: Funding opportunitiesSelect: FY 2015 Artist InitiativeSelect: Start a new applicationComplete eligibility questionnaireHow to start an application: Go to the Arts Board home page and navigate to the Artist Initiative grant opportunity.The first and possibly most important step is to read the program overview and application instructions carefully. A link to the PDF is available on the Artist Initiative program page. Print it out. Be sure you understand what is required.If, after reading the overview and application instructions, you still have questions, call me or other appropriate Arts Board staff member for further clarification.Once you have registered and have received your user ID and password, the next step is to:Log in to WebGrants from the Arts Board’s home page or click “apply” at the bottom of the Artist Initiative program pageIn WebGrants, select: funding opportunitiesSelect: FY 2015 Artist Initiative ProgramSelect: start a new applicationUpon opening the application the first thing to do is to complete the eligibility questionnaire to make sure that you are eligible to submit an application to this program.

12 General information formPrimary contactProject titleOrganization (won’t appear in most cases)There are nine separate forms to complete for this application and I will talk about each of them.As an individual, you should put your own name as the primary contact.The project title field will automatically populate with the name of the funding opportunity, Artist Initiative.In most cases, the field titled “Organization” will not appear, but if you are associated with an organization that is registered in WebGrants, it will. If this does appear, select your own name, not the organization’s name.

13 Artist and participant estimate formNumber of artists who will provide artistic services for the projectNumber of youth and adults in the audience or participantsBroadcast and electronic audiences “0” unless project content is delivered this wayWhen estimating the number of artists involved in the project, estimate only those who will be actively involved in providing artistic services. Artists who might attend your community component should be included in the audience estimate.Be realistic when making your estimates of the number of people who will attend or participate in your community component.A note about Broadcast/Electronic estimates: this should be 0 unless these mediums will be used to distribute project content. This figure is not intended to estimate marketing and promotion efforts.

14 Artist plan form Project dates Publicity statement Project locationReview panelProject and program outcome(s)Project dates: In the Literary and Performing Arts, projects may not begin before January 1, 2015, and must be completed by December 31, If you are applying in the visual arts, projects may not begin before March 1, 2015 and must be completed by February 28, 2016.Publicity statement: If your application is funded, it is this statement that will be used for publicity purposes such as posting on the Arts Board Web site. Write in the third person, use complete sentences, and speak to a general audience. Example: Jane Doe will create and perform Artwork, a one-woman play that uses poetry to explore social justice issues.Project location: This is where you must indicate that all proposed activities will take place within the state.Review Panel: Select the advisory panel that is most appropriate to review your application.Applicant’s project outcome(s): Create at least one measurable outcome that you intend to achieve. A second outcome is optional. You will also need to describe the methods that you will use to evaluate how the outcome will be achieved.Arts Board program outcome: For each project outcome, select an Arts Board program outcome that you will achieve. More than one project outcome can support the same Arts Board program outcome. If your application is funded, the proposed and actual outcomes, as well as the evaluation plan, will be posted on the Minnesota Legacy Web site.

15 Artist Plan Form (continued)6. Artist plan narrativeArtist’s background - Tell the panel about yourself and your work; why this work is important to you and where you see it taking you. The Artist plan narrative is the essence of your application. This is where you describe what your project is about, and why this is the next step that you need to make to further your arts career.There are six parts to the plan. I will cover each of them in the next few slides.Be specific and clear. Do not use “art speak” or other insider language. Explain any acronyms that you use.

16 b) Major goal - Identify a goal that is a stretch but is also achievable within the project dates. Be clear, specific, and talk about why this goal is the next step on your career path.

17 Barriers – Identify what is standing in your way and why you can’t achieve your goal now.Saying that you need equipment or space simply because you are no longer a student is not enough. The same is true for just saying you need time or money. The actions you list in the next section should address the barriers you’ve identified

18 Actions – describe what you will do to achieve the major goal and overcome the barriersThe panel wants to understand how you will achieve your goal and overcome the barriers. For example if you want to study with a particular person, indicate who this person is and why they are a good match for you, and how this study will eliminate one of your barriers. Indicate how many hours this person will work with you and that they have agreed to do so. Be sure that the cost of the mentorship is in the budget. Think of all the things you will need in order to accomplish the action and be sure that the expenses are in the budget.Laying the action plan out in a timeline format often helps make it clear to the panel what you intend to do and when.If you write about purchasing equipment in your narrative, be sure that the expense is in the budget. Again, be as specific as possible. It is perfectly fine to ask for equipment (as long as it is less than $5,000), but you must make the case for why you need it and how it will help you overcome your barriers.

19 Community component - a live, in-person community component is a requirement of the program.Community Component: You can meet the letter of the law by just having a public event within the project dates. But, by being specific and thoughtful about how you might interact with some of Minnesota’s taxpayers, you will build your case. Locations do not need to be confirmed, but you should make it clear to the panel that you have considered your options, and that you are capable of having a successful community component. You can indicate that you are still in discussion with the venues, but list the names of venues that you are considering and why they are a good fit for this event. Be sure that whatever you propose can actually occur; do your homework and indicate in the proposal that you have permission to conduct a workshop, hang a show, or give a talk. The community component is not about reaching huge numbers of people, it’s about the thought and care you put into considering your options and the quality of the interaction that you will have with the public.Being specific about who might attend your event is also important. If your project lends itself to interaction with a particular segment of the population, that’s a plus, and an opportunity to interact with people who are not normally served by the arts also adds strength to your community component

20 Impact on the state and/or creative community – describe what the project will contribute to the state’s cultural legacy.For example, you might say that as a teacher of a particular art form, this experience will benefit your students because you will be a more accomplished artist and thus a better teacher.If you are producing an event that will employ or use the services of Minnesota residents or businesses, you will be having an impact on the economic vitality of the state.Write about all the significant ways in which a grant to you will build the creative capital of the state.

21 Artist plan form (continued)7. Artist ResumeTwo-page maximumFocused on artistic training, experience, accomplishments, and artistic recognitionResumes should provide evidence of strong career commitment, relevant educational background/training/mentorship, experience, artistic recognition, and awards.Panelists seem to prefer resumes that are formatted in a standard manner. You may certainly submit a bio in narrative form but, panelists complain about the difficulty of finding information in this type of document.It’s always a good idea to have someone proofread your resume.

22 Financial information form Project RevenueRequest amount $2,000 - $10,000No match is requiredIncome must equal expensesRound figures to the next $100No match, be it in the form of cash on hand, other grants, or in-kind contributions, is required for this grant. But if your project expenses exceed $10,000, you will need to show other income. Indicate if that other income is committed or pending.For a complete list of revenue line items, refer to the financial information form on page 11 & 12 in the program overview. The following are a few tips.Make sure that the activities you list in your narrative are reflected in the budget.Applicants are strongly encouraged to prepare draft budgets and check work in a spreadsheet.Double check your math to be sure that project revenue equals project expenses.Each number entered in the financial information form is a “line item.” You must provide an explanation for every line item with a dollar amount entered or enter N/A (not applicable) for those line items that have no dollar value listed.Project earned revenue is any income earned through ticket sales or merchandise. Applicant cash or other income may be funds from the applicant’s resources budgeted for these activities. Other income includes private donations, grants from foundations, corporations, sponsors, local governments, or the federal government. See the example of how to show your revenue description on page 11.In-kind donations are another way of demonstrating support for the project. In-kind amounts are only entered in the revenue section. The corresponding expense line will copy automatically from the in-kind revenue line.Project revenue subtotal and total lines will calculate automatically and will only be seen after you select “save.”

23 Financial information form Project expensesArtist compensationOther project personnelTravelSpaceMaterials and suppliesPromotion and marketingEquipment purchase (must be less than $5,000)Equipment rentalOther expensesAlthough you don’t have to, I encourage artists to pay themselves as part of the project budget. Help the panel understand what kind of hourly rate you are paying yourself by quantifying the amount of time you will spend on the project. You don’t have to ask for an artist fee, but it is definitely allowed and I like to encourage people to value their own time.The purchase of equipment must be less than $5,000 in total. Other equipment that is required for the project must be rented or provided in-kind.Expenses related to travel within Minnesota are fine, but travel outside the state is not allowed.Consider not only the production costs but also distribution and promotion costs; to press 1,000 copies of a music CD only to have most of them sit in your basement is not a good use of taxpayer money. The panel will be looking for you to tell them how the CD will get out in the world. It is fine to sell the CD and reflect an appropriate amount in your budget for earned income.Remember to provide an explanation for every line item with a dollar amount entered in the text box next to the line item.This is extremely important to help the panel understand what items are included and the relationship of your budget to your project proposal. Be specific and clear. Lump sums raise questions that a simple explanation can easily address.For those line items that have no dollar amount you will need to enter “N/A” in the description box..It is very important that after you “save” your financial information, but before you mark the form as complete, you verify that the statements that appear on the WebGrants screen are true. If any statement is false, this means the budget is not balanced. Click “edit” and make necessary corrections

24 Artist work sample Submit work samples electronicallyQuantity: 9 images, or 4:30 minutes of video or audio, or 12 pagesVideos must be uploaded toComplete the work sample description form as fully as possibleThe panel wants to see a cohesive body of work that is well photographed and shows your work at its best. Try to provide the maximum number of images. If submitting a video, it should be at least three minutes long but no longer than four and half minutes. Ask for feedback on your work sample from colleagues who know your work. Getting a good work sample put together takes time and should not be left until the last minute. It’s not necessary to demonstrate the full range of your abilities; what you choose to present should be relevant and support the intentions of your project. With work samples, a review panel is trying to ascertain the artistic quality of your work. Do not submit documentation of teaching, training, or a festival event, but rather the documentation of the art work itself. We recommend that the work you show be from the last four years.On occasion, there may be a compelling reason to disregard this recommendation. For instance, the work samples most relevant to the project are older than four years; or you are moving in a new direction and don’t yet have work samples to support this shift, but want to demonstrate your existing skill. Address the situation in work sample description form so the review panel knows why you are including older work or don’t have examples that directly relate to the proposed project. The work sample description form is the way to set context for the review panel for the sample that they will see, hear or read. Fill this out as completely as possible so that the panel understands your work to its best advantage.See page 14 of the Overview and Instructions for information about quantity and format for the work sample.

25 Project information formArtistic discipline(s)Project characteristicsProject descriptorsEducational activitiesThe Arts Board uses information entered on this form to prepare aggregate reports mandated by the National Endowment for the Arts. Information entered on this page is not presented to review panels.

26 Demographic Information FormGenderEthnicityOther – veteran, older adult, disabilityIf applicant is not a U.S. citizen, attach a copy of permanent resident card (green card)Information entered on this form is also not presented to review panels but is collected for use by the National Endowment for the Arts, and so the Arts Board can measure how well we are serving the people of the state.If you are not a U.S. citizen, attach a copy of permanent resident card (green card) to this form.

27 Certifications and signature formAn electronic signature is required.The signature certifies that all information in the application is true and correct. It also certifies that all of the program eligibility criteria are met and that grant funds will only be used as described in the application.After you have all the forms finished to your satisfaction and marked as COMPLETE, Select “submit”. I recommend submitting WELL BEFORE the deadline. You will receive an confirmation from the Arts Board when the application is submitted.Please note that we are unable to accept updates or additional information about your application after you hit “Submit.”

28 Panel review Panel review process At home reviewOpen meetings by disciplineScoring based on criteriaPanel recommendations go to the board in November 2014 for literary and performing arts, and January 2015 for visual artsFeedback to applicantApplications must be submitted to and accepted by the online WebGrants system before 4:30 p.m. on the deadline.All forms must be opened and marked as complete before you can click “submit.”Plan to complete and submit your application well ahead of the deadline. This allows you time to gather all needed materials, fill out forms, upload documents, and make changes. It also provides a buffer in case you require technical assistance, encounter delays, or experience unexpected problems of any kind.After the application deadline, Arts Board staff review submitted applications to determine that all required documents have been submitted. Applicants will be alerted through the WebGrants system if there is an issue with an application that requires attention. To ensure that notices don’t go to a junk folder, remember to enter the WebGrants address into your address book as a safe sender.Discipline-specific panels will meet starting in mid-August, and go through early December. The order of review will be posted on the Arts Board website two-to-three weeks in advance of the panel meeting. Applicants are invited to attend this public meeting but may not comment or make a presentation.Panelists are all Minnesota residents volunteering their time. They are selected because they either work or have experience in the discipline being reviewed. Panelists read all application materials and view, listen, or read work samples in advance of the meeting. Panel meetings take place at the Arts Board’s Saint Paul office, and are open to the public.In November 2014 and January 2015, the panel’s recommendations will be reviewed by the board and awards will be determined. After grants have been awarded, applicants are encouraged to request and listen to recorded audio minutes from the panel meeting.

29 Tips Review proposals previously submittedRead instructions thoroughly; contact the program officer with questionsPrepare work samples early – test them!Ask someone unfamiliar with your project to read the proposal for clarity and understandingThere are three sample applications for each discipline from FY 2014 posted on the Artist Initiative program page of our Web site.When describing your project, keep the review criteria in mind. This is what the panel will use to evaluate your proposal.Make sure that the work samples function on a computer other than the one on which they were created.Asking someone unfamiliar with your project to read your proposal for clarity and understanding replicates the experience of the panelist. As the applicant, you have a great deal of foundational information stored in your head that does not necessarily come across to panelists. What is unclear, confusing, or misunderstood by your reader is likely to be the same for the panelists.

30 For questions or helpFor questions about the content of the application forms or narrative, please contact:Kathee Foran, program officer(651)For questions about financial forms please contact:Dave White, director, finance and grants administrationFor questions about the technical aspects of the application forms, or questions aboutelectronic submission, please the Arts Board at:Tom Miller, project manager (651)This concludes the PowerPoint presentation, my contact information is shown on the slide and I’m happy to answer questions or provide clarification.I’m accessible by phone or and good about getting back to people.I can also be reached toll-free at (800)Thank you for the hard work and time you invest in putting together an application, and for the work that you continue to do to in your communities. I wish you a successful grant application experience!